pdo-quick-reference-guide by liuqingyan

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									Performance Development Online (PDO)

Quick Reference Guide



 •   Browsers, PC and Mac
 •   Academic performance development process
 •   How to logon and off PDO
 •   Key system tabs
 •   Icons and buttons
 •   Six things to note
 •   Key actions and content for Steps 1 – 9
 •   More information and contact details
Browsers, PC and Mac

Performance Development Online is supported for use on PCs and Macs.

PC users can use either Internet Explorer or Firefox.

Mac users must use Firefox.


 Item                        Details
 Web browser                 MS Internet Explorer 7.0
                             Mozilla Firefox 3.0
 Web browser plugins         Adobe Flash Player 8.0 or higher (must also have Flash Player plug-in)

                             Sun Java Runtime Environment 1.5.0 or higher
                             Firefox PDO Plugin for Mac OSX may be required
 Operating system            Microsoft Windows XP SP2, or Windows Vista
                             Mac OS 10.4 or 10.5

 Acrobat Reader              Any Acrobat Reader v5.0 – 9.0



 Internet Explorer 8.0 is not officially supported by the software vendor. PC settings need to be adjusted to run in
 ‘Compatibility View’ otherwise PDO will not function correctly.
        Academic online performance development process
                 Plan                     Mid-cycle feedback                                                      End of year review

  Step 1              Step 2             Step 3                Step 4             Step 5                Step 6                Step 7              Step 8             Step 9




Staff member         Supervisor        Staff member          Supervisor        Staff member            Supervisor            Unit head           Supervisor        Staff member
  prepares            reviews           completes             provides          completes               reviews                adds                 views          acknowledges
performance         performance          mid-cycle           mid-cycle          end of year              annual              comments             final plan          review
development         development         self review           feedback          self review           performance                                                   completion
     plan               plan

                                 Online process is underpinned by regular informal feedback.
                 To Do                                 To Do                                                                  To Do

• Prepare plan     • Review plan       • Review progress • Meet with staff     • Add comments         • Add comments      • Review plan       • View unit head’s   • Acknowledge
                                         against agreed    member to             against individual     against individual and staff            comments             plan
• Arrange          • Meet with           goals             provide feedback      goals and in the       goals and in the    and supervisor
  meeting with       staff member                          on progress           summary tab            summary tab         comments          • Submit plan for    • Submit plan
  supervisor                           • Provide           against agreed                                                                       staff member’s
                   • Confirm plan in     comments          goals               • Prepare for review   • Prepare for       • Add comments in     acknowledgement    • Cycle is
• Submit plan        discussion with                                             discussion with        review              summary tab                              complete
                     staff member      • Arrange meeting • Document              supervisor             discussion with
                                         with supervisor    comments                                    staff member      • Submit plan
                   • Submit plan         to discuss                            • Arrange meeting
                                         progress         • Mandatory step       with supervisor to   • Meet with
                                                            for probationary     discuss and            staff member
                                       • Mandatory step     staff                agree the year’s
                                         for probationary                        performance          • Submit plan
                                         staff            • Submit plan
                                                                               • Submit plan
                                       • Submit plan
Signing in and out of Performance Development Online (PDO)

Log in to PDO                                 Log out of PDO
Step 1: Log into the my.monash portal using   Step 1: Click the Signout button at the top
your authcate username and password.          right hand side of the screen.



                                              Step 2: You’ll return to the sign out screen,
                                              where you’ll receive a system confirmation
                                              message that you have been successfully
                                              logged out. Click on the button ‘Return to
                                              Login Page’ to return to the my.monash
                                              portal.
Step 2: Click on the Academic
Performance Development Online link in
the Online systems section on the portal
home page. The PDO Privacy Collection
Statement will appear on screen.


Step 3: Scroll to the end of the Privacy
Collection Statement and click on the Enter   Step 3: You are now logged out of PDO.
Performance Development Online button.


Step 4: PDO will open on the Home
Dashboard, where you will see you’re ‘My To
Do List’ – your action list.
  PDO System Tabs
Tab name      Description

              Performance Development Online (PDO) home page

              Access to Performance Development Online reports

              Initial navigation page for accessing plans and reportlets


              Access to own and team’s current and previous performance development plans

              Graphic showing which step in the process the plan is at, demographic information (eg name, level, faculty etc) from
              SAP, area where workload allocation and performance development portfolio documents can be attached and viewed


              Career aspirations for the next 3 years are recorded and viewed on this tab

              3 year goals are recorded and viewed on this tab

              Leadership goals are recorded and viewed on this tab by staff in formal leadership roles

              Workload allocation details or reference to attached workload allocation documents are recorded and viewed on this tab

              Summary mid-cycle and end of year review comments are recorded and viewed on this tab

              At the final step in the process, the staff member acknowledges they have read and understood their review and
              comments

              Records send back and request input comments and history.


              Displays the request/instruction from the sender when the ‘Send Back’ option is used to send the plan back to the
              previous step owner

              Displays the request/instruction from the sender when the ‘Request Input’ option is used to send the plan to a secondary
              supervisor
 Icons and action buttons

Name    Purpose                                                Name   Purpose


        Submits plan to next step and step owner                      Stops the current action

        Sends plan back to previous step and step owner
                                                                      Creates a new item – eg: note

        Sends the plan to a nominated secondary                       Refreshes the view you are currently in
        supervisor for feedback                                       – eg: ‘My To Do List’

        Saves the plan as a draft                                     Goes back to previous screen


                                                                      Enables the user to view a plan in a
        View notes created in notebook
                                                                      non-editable format

                                                                      Opens a print friendly view of the plan
        Spell checks the current plan

                                                                      Prints the plan

        Create notes that can only be viewed by the creator
                                                                      Searches within PDO


        Help utility that links to Monash specific resources          Adds a goal to the plan


                                                                      Removes a goal from the plan
        Log out of PDO
Six things to note
Adding and amending text
• Free text boxes relevant to the process step are visible throughout the cycle
• Text can be added and edited when there are borders and/or scroll bars around the free text box
• Text can be copied and pasted into PDO from other sources

Saving and submitting
• Your work will automatically be saved every 14 minutes while you’re working in PDO
• You can also use the ‘Save Draft’ button to save the plan until you are ready to submit to the next step
• When you ‘Submit’ the plan to the next step it is automatically saved

Action items
• Items appear as ‘Do’ items in your ‘My To Do List’ when you own the step – when you submit to the next step, the plan appears
  as a ‘Do’ item for the person the plan has been submitted to
• Each process step has one owner

‘My Notes’ and ‘Notes’
• Notes are created in ‘My Notes’ and are visible only to the creator
• Supervisors can create notes about a specific person by selecting the person from a list – the note will appear to the supervisor
  via the ‘Notes’ button when they view that person’s plan
• If no specific person is selected, the note is viewable only via ‘My Notes’

Request input
• May assist staff and supervisors to gain additional insight/information into their own or a team member’s plan
• Be aware that asking another person to provide feedback grants them temporary read and write access to the plan
• Only use this feature if you are comfortable with the other person being able to view and edit the plan as you would be able to

Research achievements
• Research achievements content will build over the year as items are added and updated in the source systems
     Step 1: Staff member prepares performance development plan

               Plan                Mid-cycle feedback                                              End of year review

  Step 1           Step 2          Step 3            Step 4             Step 5             Step 6        Step 7     Step 8   Step 9




Staff member
  prepares
                         •   Open PDO via link in email or logon via my.monash
performance              •   Click on ‘Do’ in ‘My To Do List’ to open your plan
development              •   Overview tab opens – check process step you’re at, confirm Staff
     plan                    Information is correct, scroll to end of screen to Portfolio Attachments
                         •   Open Career Aspirations tab – add your career aspirations for the
                             next three years and the contribution you’ll make towards the
                             university and your faculty/school
                         •   Open 3 Year Goals tab – add high level descriptions of the goals
                             you’ll be aiming to achieve over the next three years, your strategies
                 To Do




                             (such as development and support required) for achieving the goals)
                             and the annual achievement indicators that will detail the specific
                             annual progress towards 3 year goals
                         •   Open the Leadership tab – only if you are in a formal leadership role
                             and add goals, strategies and annual achievement indicators
                         •   Open the Workload Allocation tab – add details of your workload
                             allocation and/or refer to relevant attachments on the Overview tab
                         •   Arrange a time to meet with your supervisor to discuss and agree
                             your plan
                         •   Submit plan to next step – supervisor reviews performance
                             development plan
Step 2: Supervisor reviews performance development plan

         Plan                    Mid-cycle feedback                                             End of year review

Step 1      Step 2               Step 3            Step 4            Step 5             Step 6            Step 7      Step 8   Step 9




            Supervisor              •     Open PDO via link in email or logon via my.monash
             reviews                •     Click on ‘Do’ in ‘My To Do List' to open a staff member’s plan for review
           performance
           development
                                    •     Overview tab opens – check process step staff member is at, scroll to
               plan                       end of screen to Portfolio Attachments where you can review any
                                          attachments
                                    •     Open Career Aspirations tab – consider the career aspirations added
                                          by the staff member and the contribution they’ll make towards the
                                          university and your faculty/school
                                    •     Open 3 Year Goals tab – review the goals, strategies and achievement
                                          indicators added by the staff member. Are they consistent with
                         To Do




                                          University, faculty and unit business plans, standards for staff at that
                                          level, realistic and achievable? Is more support or development
                                          needed?
                                    •     Open the Leadership tab – review the goals, strategies and
                                          achievement indicators added by the staff member in a formal
                                          leadership role. Are these reflective of the role and level the staff
                                          member and consistent with University and faculty goals?
                                    •     Open the Workload Allocation tab – review
                                    •     Meet with your staff member to provide feedback and guidance and to
                                          reach agreement about the plan
                                    •     Submit to next step – staff member completes mid-cycle self review
  Step 3: Staff member completes mid-cycle self-review

         Plan          Mid-cycle feedback                                        End of year review

Step 1      Step 2     Step 3        Step 4            Step 5            Step 6            Step 7            Step 8     Step 9




                     Staff member            •   Open PDO via link in email or logon via my.monash
                      completes              •   Click on ‘Do’ in ‘My To Do List’ to open your plan
                       mid-cycle
                      self review            •   Overview tab opens – check process step you’re at, scroll to end of
                                                 screen to Portfolio Attachments where you can add/view any
                                                 attachments
                                             •   Open 3 Year Goals tab – an additional free text box is now available
                       Step 3 is                 under each goal for addition of mid-cycle review comments.
                      mandatory                  Comments added to each goal should relate specifically to that goal.
                      for staff on               Consider such items as achievements to date, timelines,
                       probation                 impediments to achievement, internal and external factors impacting
                                     To Do




                                                 on achievement of indicators.
                                             •   Open the Leadership tab – review your goals, strategies and
                                                 achievement indicators as above. Add comments as applicable.
                                             •   Open the Workload Allocation tab – add comments to cater for
                                                 changed circumstances and priorities if necessary.
                                             •   Open Comments tab – add a summary of progress to date, taking
                                                 an overall perspective.
                                             •   Arrange a time to meet with your supervisor to discuss progress,
                                                 confirm approach to meeting achievements for rest of cycle, address
                                                 any issues that have arisen.
                                             •   Submit plan to next step – supervisor provides mid-cycle feedback
  Step 4: Supervisor provides mid-cycle feedback

         Plan        Mid-cycle feedback                                      End of year review

Step 1      Step 2   Step 3     Step 4                Step 5         Step 6            Step 7            Step 8           Step 9




                               Supervisor               •   Open PDO via link in email or logon via my.monash
                                provides                •   Click on ‘Do’ in ‘My To Do List’ to open your plan
                               mid-cycle
                                feedback                •   Overview tab opens – check process step staff member is at, scroll down
                                                            to Portfolio Attachments where you can add/view attachments
                                                        •   Open 3 Year Goals tab – an additional free text box is now available
                                                            under each goal for addition of supervisor mid-cycle review
                                Step 4 is                   comments. Comments added to each goal should relate specifically to
                               mandatory                    that goal. Consider such items as achievements to date, timelines,
                               for staff on                 impediments to achievement, internal and external factors impacting on
                                probation                   achievement of indicators and staff member’s self-review commentary.
                                              To Do




                                                        •   Open the Leadership tab – review goals, strategies and achievement
                                                            indicators as above. Add comments as applicable.
                                                        •   Open the Workload Allocation tab – add comments to cater for changed
                                                            circumstances and priorities if necessary. Consider staff member’s self-
                                                            review commentary.
                                                        •   Open Comments tab – add a summary of progress to date, taking an
                                                            overall perspective.
                                                        •   Meet with the staff member to discuss progress, confirm approach to
                                                            meeting achievements for rest of cycle, address any issues.
                                                        •   Submit plan to next step – staff member completes end of year self
                                                            review
          Step 5: Staff member completes end of year review

                   Plan                    Mid-cycle feedback                                    End of year review

        Step 1           Step 2            Step 3            Step 4            Step 5       Step 6     Step 7     Step 8   Step 9



           •     Open PDO via link in email or logon via my.monash
                                                                             Staff member
           •     Click on ‘Do’ in ‘My To Do List’ to open your plan           completes
           •     Overview tab opens – check process step, scroll to           end of year
                 Portfolio Attachments                                        self review
           •     Open 3 Year Goals tab – an additional free text box is
                 now available under each goal for addition of actual
                 annual achievements and comments. Each goal should
                 be addressed. Consider achievements and successes,
                 internal and external factors impacting on achievement.
                 Refer to ‘Research achievements’ where applicable.
To Do




           •     Open the Leadership tab – add actual annual
                 achievements and comments as applicable.
           •     Open the Workload Allocation tab – add comments to
                 cater for changed circumstances and priorities if
                 necessary
           •     Open Comments tab – add a summary of progress and
                 performance for the year in the staff member end of year
                 review text box.
           •     Arrange to meet with your supervisor to discuss progress,
                 successes, issues and directions for the next cycle.
           •     Submit plan to next step – supervisor reviews annual
                 performance
        Step 6: Supervisor reviews annual performance

             Plan                    Mid-cycle feedback                                          End of year review

Step 1             Step 2            Step 3            Step 4            Step 5          Step 6        Step 7     Step 8   Step 9




         •   Open PDO via link in email or logon via my.monash                           Supervisor
         •   Click on ‘Do’ in ‘My To Do List’ to open your plan                           reviews
                                                                                           annual
         •   Open Overview tab – check process step staff member is at, scroll          performance
             down to Portfolio Attachments where you can add/view attachments
         •   Open 3 Year Goals tab – an additional free text box is now available
             under each goal for addition of supervisor end of year review
             comments. Comments added to each goal should relate specifically to
             that goal. Consider such items as timeliness, quality of outputs,
             impediments to achievement, internal and external factors impacting on
             achievement of indicators and staff member’s self-review commentary.
To Do




         •   Open the Leadership tab – review actual annual achievements and
             staff member comments as above. Add comments as applicable.
         •   Open the Workload Allocation tab – add comments to cater for changed
             circumstances and priorities if necessary. Consider staff member’s self-
             review commentary.
         •   Open Comments tab – add a summary of progress to date, taking an
             overall perspective. Check incremental increase statement where
             applicable.
         •   Meet with the staff member to discuss their performance throughout the
             year, negotiate any issues and advise re the increment decision.
         •   Submit to next step - Unit head adds comments.
  Step 7: Unit head adds comments

         Plan                  Mid-cycle feedback                                          End of year review

Step 1      Step 2             Step 3           Step 4            Step 5           Step 6           Step 7      Step 8   Step 9




                                                                                                    Unit head
                        •   Open PDO via link in email or logon via my.monash
                                                                                                      adds
                        •   Click on ‘Do’ in ‘My To Do List’ to open your plan                      comments
                        •   Overview tab opens – confirm whose plan is open by checking name
                            and cycle year in plan masthead, scroll down to Portfolio Attachments
                            to view attachments. Unit heads are sent plans at Step 7 only.
                        •   Open 3 Year Goals tab – consider goals, strategies, actual annual
                            achievements and comments provided by staff member and supervisor
                            during the year.
                        •   Open the Leadership tab – consider goals, strategies, actual annual
                To Do




                            achievements and review comments.
                        •   Open the Workload Allocation tab – consider contents and review
                            comments.
                        •   Open Comments tab – consider comments provided by staff member
                            and supervisor. Add comments in ‘Unit head’s end of year comments’
                            text box if desired. Discuss any issues with supervisor and/or staff
                            member if necessary.
                        •   It is not mandatory for unit heads to comment on every plan. An
                            administration function enables batches of plans to be moved to the
                            next step if required.
                        •   Submit to next step – Supervisor views final plan. This step ensures
                            the supervisor is aware of the Unit head’s comments.
  Step 8: Supervisor views final plan

         Plan        Mid-cycle feedback                                        End of year review

Step 1      Step 2   Step 3           Step 4           Step 5          Step 6           Step 7         Step 8       Step 9




                                                                                                      Supervisor
                             •   This step has been made available to view any comments made by the      views
                                 unit head                                                             final plan
                             •   Open PDO via link in email or logon via my.monash
                     To Do




                             •   Click on ‘Do’ in ‘My To Do List’ to the plan
                             •   Open Comments tab – check if unit head has added any comments.
                                 Check that the mid-cycle and end of year review meeting boxes have
                                 been ticked if applicable
                             •   Contact the unit head if their comments generate any questions or
                                 require clarification.
                             •   Submit to next step – Staff member acknowledges review completion.
                                 This step is the final step in the process.
  Step 9: Staff member acknowledges review completion

         Plan        Mid-cycle feedback                                    End of year review

Step 1      Step 2   Step 3    Step 4           Step 5             Step 6            Step 7            Step 8          Step 9



                                                                                                                      Staff member
                                       •   Open PDO via link in email or logon via my.monash                          acknowledges
                                       •   Click on ‘Do’ in ‘My To Do List’ to open your plan                            review
                                                                                                                       completion
                                       •   Open Comments tab – check if Unit head has added comments,
                               To Do

                                           consider other comments to ensure you have read and understood
                                           them.
                                       •   Open the Acknowledgement tab – sign the plan to complete the cycle.
                                       •   Submit to next step – complete the cycle. This plan is no longer able to
                                           be edited and is only accessible via the ‘Plans’ tab (next to the
                                           ‘Dashboard’ tab) in the toolbar.
More information about the performance development process
and PDO

Performance development process:
For information about the performance development process and to access a
range of guides and tools to assist you to use PDO, visit Performance
Development Process: Academic Staff:
http://www.adm.monash.edu.au/human-resources/performance-development/
• Or contact the Human Resources Division on +61 3 9902 0400

Performance Development Online system:
For information or assistance with PDO contact the HR Enquiries Team:
• Phone: +61 3 9902 0400 (hours are 9am-5pm)
• Online: ask.monash

								
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